Office Coordinator

Location: Cincinnati, OH Employment Type: FTE

About Us: Equator, a division of Marks, part of the Propelis Group, is a creative design branding agency that thrives on innovation, collaboration, and creating impactful experiences. We are looking for a dedicated and organized office administrator who can also serve as our receptionist. If you are passionate about supporting dynamic teams, fostering a positive office environment, and being the first point of contact for our clients and guests, we want to hear from you.

Job Summary: The Office Coordinator will play a vital role in ensuring the smooth operation of our Cincinnati office. This is an in-office role involves managing office administrative tasks, welcoming guests, coordinating shipping, overseeing building maintenance requests, and supporting the local team. You will be the backbone of our office environment and a key player in organizing our culture and experience.

Responsibilities:

• Reception Duties:




• Welcome and greet clients and visitors with a friendly and professional demeanor. Manages visitor calendar.
• Serves as Shipping Manager for site (FedEx) ensuring company policies are followed and project information is tracked. Manages incoming and outgoing mail/post/deliveries.
• Coordinate and prepare meeting rooms for bookings, ensuring they are ready for client presentations and meetings.
• Assist with coordination and set up for clients, visitors, or large meetings. Flex hours may be required.




• Office Management:




• Order and manage supply inventory, ensuring everything is stocked, available, and within budget.
• Handle building maintenance requests and liaise with vendors for repairs and upkeep.
• Manage office layout and cleanliness in shared spaces, ensuring a conducive work environment.
• Manage and discretion of confidential materials that come in and out of the studio.

• Ensure Health and Safety policy is followed, manager of drills, leads emergency planning team.

• Ensure local email distribution list kept up to date.

• Maintaining office communications (ie client in office/confidentiality), office confidentiality, and office security (people visibility to space).
• Coordinate with corporate finance teams to follow appropriate ordering procedures and tracking of ordered supplies, vendor relationships, and site assets.

• Support the local culture club events, fostering team bonding and a positive office culture.
• Maintains office operations against approved budget.




• Administrative & Operational Support:




• Assist with procurement of supplies, ensuring timely delivery and cost-effectiveness.
• Parter with leadership to support inventory and maintenance of office services (printers, phones, networking, etc.) and site fixed assets.

• Ensure Health and Safety protocols are followed throughout site, manager of drills, leads emergency planning team.

• Support onboarding and offboarding processes by preparing and recovering IT equipment and credentials.
• Welcome new employees and onboard them to office procedures and protocols.

Preferred Skills:

• Computer literacy, experience with Microsoft 365, Google Workspace, or similar platforms.
• Organizational skills and expertise
• Hospitality and customer/team service
• Excellent written and verbal communication skills, including listening skills
• Highly self-motivated, resourceful and detail-oriented
• Ability to work both independently and in a team environment
• Understanding of the creative process

Qualifications:

• Bachelor's degree or equivalent work experience preferred.
• Minimum 2 years direct work experience preferred
• Proven experience in office management, receptionist duties, or administrative support is preferred.
• Computer literacy, experience with Microsoft 365, Google Workspace, or similar platforms.

Physical Demands:

• Physical demands required of this position may include extensive computer and telephone usage
• Position may require lifting or carrying up to 25 lbs
• The position may also require extended periods of sitting

Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay for this position is $25.00 hourly. Ultimately, in determining pay, we will consider the successful candidate's location, experience, and other job-related factors.

Group benefits currently include a selection of health care plans with prescription drug coverage, dental plan, vision plan, basic and supplemental life insurance, a flexible spending account for medical and dependent care expenses or a health savings account based on plan selection, short/long term disability and 401(k) Savings Plan.

#LI-SM1

High School (required)
Bachelors (preferred)

Computer literacy, experience with Microsoft 365, Google Workspace, or similar platforms (preferred)
Proven experience in office management, receptionist duties, or administrative support is preferred (preferred)
2 years direct work experience (preferred)